Articles in Category: Managing Email

Articles discussing how to manage email – from creating accounts, filing messages, and just generally using email effectively.

Can I Stop or ‘Un-send’ an Email I Sent by Mistake?

Once you hit that Send button, you must assume there is no way to stop your email from being sent . . . even if it’s to the wrong person.

What Does the “Mailbox Unavailable” Error Mean and How Do I Fix It?

“Mailbox unavailable” is a common email bounce message that tells us very little. I’ll review some of the more common causes of “mailbox unavailable”.

Tip of the Day: Consider POP3

How to Email Large Files Using Any Email Program or Service

Emailing large attachments is typically a bad idea, as your mail may not be delivered. I’ll look at alternatives.

How to Move Email Messages to Another Account

When changing email providers, old email can be difficult to move. I’ll look at some of the options.

How Do I Remove Invalid Email Addresses from Auto-fill?

This is all about the many ways your computer tries to make your life easier. Sometimes it tries just a little too hard.

Why Shouldn’t I Use the “Report Spam” or “Junk” Button?

The “Report Spam” and “Junk” buttons serve an important function in the war against spam. However, used improperly they can do more harm than good.

My Email Disappeared While Composing. Can I Get it Back?

It’s no fun to write a long email and lose it. Here’s how that happens and a few ways to avoid it.

How Should I Back Up Email?

Configuring a PC-based email program to use IMAP and have it constantly download email as a backup is a reasonable way to go.

How Do I Password Protect Email Attachments?

Some documents are sensitive enough to warrant encryption to protect the contents. How do you email them?

Why Does Email to Me Bounce with “Inbox Full”?

When you use a desktop email program, it’s possible for the inbox on your PC to be empty, but the inbox on your email service provider to be full.

Should I Worry About Old Lost Email Accounts?

That old account you lost probably won’t come back to haunt you, but it’s wise to take some action and keep your guard up.

Back Up Your Email Using Thunderbird

Using a desktop email program to back up email avoids potential data loss. I’ll show you how using Outlook.com and Thunderbird as examples.

Did My Bounced Message Get There?

When an email message comes back to you because of a problem, exactly who did or did not get the message can be confusing.

Are Deleted Emails Really Deleted?

“Permanently deleted” email may or may not be recoverable. Depending on the situation and motivation, that email could come back to haunt or help you.

Why Do Pictures in Email Sometimes Show as Attachments, and Sometimes in the Message?

Pictures in email don’t always display. The reasons are varied and confusing, but I’ll review the three most common causes of problems and what you need to do.

Can I Tell If Someone Blocked My Texts and Email?

Email and texting usually works, but when it doesn’t, there’s just no way to tell if someone has blocked you.

How Do I Find Someone’s Email Address?

It can be extremely difficult to find the email address of someone you want to contact. To begin with, they must want to be found.

Can I Recover Deleted Emails in Gmail I Deleted Three Years Ago?

Email deleted “a long time ago” can be impossible to recover from the provider and difficult to recover from anywhere else.

A Deleted Email Account

Will My Email Be There If I Reactivate a Deleted Account? Don’t Count On It

When you delete an account, the provider may not keep its contents in case you want to reactivate the deleted account. I have an alternative suggestion.

Why Does Email I Send Fail But a Reply Works?

When email you send bounces, that can mean many things. If a reply to that same person works, there’s almost certainly a problem with the email address you’re sending to.

Does Emptying Trash in Email Keep Others from Seeing My Deleted Email?

Most of us aren’t able to access emails we’ve deleted, but that doesn’t mean someone at the email provider can’t.

What Is an Email Quota and What Does “Over Quota” Mean?

Being over quota means you’ve received or kept too much email. To deal with it, you need to understand where that email is being kept.

Can I Count on Mail to a Bad Address Bouncing Back?

If you send email to an invalid address or a closed account, usually you’ll get a bounce back. Usually. But you cannot count on bounces.

How Do I Find the IP Address of an Email’s Sender?

Determining the IP address of an email sender is difficult at best, and usually impossible. Sometimes you get lucky.

How Do I Tell If My Email Has Been Hacked?

It can be surprisingly hard to tell if an email account has been hacked, especially when hackers cover their tracks. I’ll show you a couple of possible signs.

How Do I Delete Multiple Emails When I Have a Lot to Delete?

It can be a challenge to delete multiple emails. I’ll look at some of the concepts and techniques used by various email programs to make it easier.

How to Get Email with Attachments Delivered

Emailing attachments — particularly large files — is getting more and more difficult as ISPs limit size and scan for malware.

How Do I Change My Email Address?

Changing an email address involves changing more than just the address. I’ll look at common scenarios and a few additional approaches.

Why Are Pictures Not Showing in Email?

There are many reasons pictures don’t show up in email. I’ll review the complex world that is email, and some of the things that can go wrong.

Why Does Legitimate Email from PayPal Instruct Me to Click a Link?

The rule is, never click on links unless you are 100% certain that they are from who you think they are. The question is, how can you be certain?

Why Are There Vertical Bars on the Left of Some Emails I Send?

When replying to email, many programs include the original text with some indication that it is the original. We’ll look at configuring that.

How Do I Reactivate an Old Email Account?

A closed email account is either waiting for you to reactivate it, or is closed for good. The only way to tell is to try.

Why Must I Re-enter my Email to Unsubscribe?

Occasionally, you’re asked to enter the email address you want to unsubscribe. With today’s technology, there’s no excuse for that.

Will Email to an Invalid Email Address Be Read by Someone?

People often send email to the wrong address by mistake. But what happens if the email address is invalid?

Can I Tell If Email I Sent Has Been Read by the Recipient?

While there are settings and services that claim to know if an email has been opened, they are notoriously unreliable and pointless.

Why Does My Email Program Keep Prompting for My Password?

When your email program starts repeatedly asking you for your password, it’s a sign of a problem. Most of the time, it’s a simple problem.

Out-of-Office Replies are Evil

Out-of-office replies can ricochet through email lists like spam and even put you in harm’s way. Are they evil?

How Do I Change the Default Mail Program in Windows?

The default mail program is used to send email at the request of other programs on your computer or links on web page. If you use a web interface, however, things get tricky.

Why Does My Email Sometimes Show Up with Funny Characters Like “=0D” In It?

Email can use complex methods to encode special (or even not-so-special) characters. Occasionally, those methods accidentally become visible.

How Do I Back Up My Outlook.com Email?

Outlook.com accounts are hacked into and lost every day. I’ll review a couple of techniques that ensure you won’t lose email or contacts if it happens to you.

What is POP? Or POP3? And what about IMAP and SMTP?

POP, POP3, and SMTP are all acronyms used in configuring email. We’ll look at what they mean and how they relate.

How Do I Get an Email Address for Life?

Want an email address that won’t have to change for a long time? There’s really only one approach that’s completely in your control.

How Do I Edit a Reply?

Edit a reply before sending it: clean up your message, remove email addresses, and more.

How Do I Get my Name, Title and Other Information to Show at the Bottom of Every Message I Send?

Signatures are a great way to make composing email easier by including standard information at the bottom. I’ll show you where the settings are in three popular email interfaces.

The Wrong Way to Change Your Email Address

Simply emailing your entire contact list with a notice that you’ve changed your email address is NOT the way to change your email address.

Will I Lose My Email If I Don’t Check It for a While?

It’s important to check and possibly download your email from time to time so that you won’t lose email, or even the entire account.

Why Am I Getting a “Delivery Status Notification (Delay)” on an Email I Sent?

Delays happen for many reasons; it’s the nature of the email infrastructure. If you get a “Delivery Status Notification (Delay)”, your options are limited.

Why Is an Email Address Sometimes in Angle Brackets?

Computers use email addresses to route email. Angle brackets are used when a more human-readable name is also included.

What’s the Difference Between an Email Domain, an Email Account, and an Email Address?

Email comes with its own set of somewhat confusing terminology. I’ll review the differences between an email address, email account, and email domain.